Contents:

• Welcome
• Upcoming Events
• What's New
• GrandMaster Update

Welcome!

May 2004 - Welcome to the latest edition of The Payroll News. As always, please feel free to forward this newsletter to your friends and associates who are interested in keeping up with the latest changes in the Payroll industry. Or better yet, subscribe them for free using the Tell Others About Us link.

Upcoming Events

Listed here are recent changes in legislation on Federal and Provincial levels that may impact your payroll calculations. Please view the following list for changes that affect your region.

FEDERAL:

April 2, 2004 - Deadline for expiry of Social Insurance Numbers beginning with 9 - Social Development Canada (SDC) reminds all holders of 900-series Social Insurance Numbers (SINs) that if their SIN card does not have an expiry date, it will expire on April 3, 2004. Expiry dates coincide with the end of the SIN holder's authorized stay in Canada. Sins that begin with the number 9 are issued to people who are neither Canadian citizens nor permanent residents and need a SIN for employment purposes or to comply with other authorized uses. Holders of 900-series Sins include temporary foreign workers and refugee claimants. (Full Story - 242 Words)

April 9, 2004 - Canada's jobless rate inches up to 7.5 percent in March - Canada's unemployment rate edged up 0.1 percent in March from a month earlier to hit 7.5 percent, Statistics Canada reported. "For the second consecutive month, employment edged down with a slight decline of 13,000 in March. This leaves employment 0.1 percent (-20,000) below the level at the start of the year. In March, the unemployment rate edged up 0.1 percentage points to 7.5 percent," it said in a statement. (Full Story - 174 Words)

April 15, 2004 - New Trinational Occupational Safety and Health Web site launched - The Trinational Occupational Safety and Health Working Group under the North American Agreement on Labour Cooperation (NAALC) has launched a Web site www.naalcosh.org to promote and improve safety in the workplace. The Web site provides valuable information links to promote public involvement and education as well as to encourage the exchange of best practices on programs, projects and activities focusing on occupational safety and health issues in Canada, the United States and Mexico. (Full Story - 430 Words)

April 28, 2004 - Canadian Companies Reviewing Pension Plan Strategies - A majority of Canadian CFOs believe a pension crisis exists, but do not see it as permanent, according to a survey released today by The Conference Board of Canada and Watson Wyatt. Nevertheless, many of the companies responding reported that they are reviewing their pension plan design or have already done so. (Full Story - 853 Words)

April 21, 2004 - Retirement Programs Undergo Significant Change Despite Perceived Success - A majority of Canadian CFOs believe a pension crisis exists, but do not see it as permanent, according to a survey released today by The Conference Board of Canada and Watson Wyatt. Nevertheless, many of the companies responding reported that they are reviewing their pension plan design or have already done so. (Full Story - 1254 Words)

Alberta:

April 23, 2004 - New safety rules keep Alberta workplaces safer - Employers must comply with the province's new Occupational Health and Safety (OHS) Code starting April 30, 2004. The Code ensures that workplace safety rules keep pace with changes on Alberta worksites and are easy for employers and workers to use. "For our part, government has a responsibility to give a public reminder that the Code is going into effect and that we are here to help our partners in industry and labour to comply and to keep workplaces safe." said Alberta Human Resources and Employment Minister Clint Dunford. (Full Story - 263 Words)

April 27, 2004 - New guides highlight HR strategies to boost workplace productivity - Alberta employers can now consult two new print resources when dealing with disputes and work-life balance issues in the workplace. Let's Talk: A guide to resolving workplace conflicts and Better Balance, Better Business: Options for work-life issues offer proven strategies to meeting challenges that occur in the workforce. (Full Story - 330 Words)

April 20, 2004 - More information for job seekers goes online - Two new online services, CERTinfo and WAGEinfo show certification and registration requirements for over 60 Alberta occupations, and wage and salary ranges for 497 occupations. "We can help job seekers make informed choices about wage expectations and job requirements before they move across the province, the country or the ocean to find work in Alberta," said Alberta Human Resources and Employment (AHRE) Minister Clint Dunford. (Full Story - 1115 Words)

April 22, 2004 - $8 million boosts summer employment opportunities - Eight million dollars in 2004 Summer Temporary Employment Program (STEP) funding will help Alberta not-for-profit employers recruit more than 3,500 summer employees. "STEP funding is part of government's commitment to invest nearly $280 million to provide about 40,000 adult Albertans with skills training this year," said Clint Dunford, Minister of Alberta Human Resources and Employment. (Full Story - 590 Words)

British Columbia:

April 23, 2004 - Community workers show a balanced approach - Since January 2002, 37 collective agreements have been negotiated in the British Columbia public sector. Employees in the community social service sector recently ratified an agreement that will reduce payroll costs by seven per cent, which Labour Minister Graham Bruce said demonstrates parties can work out agreements in challenging times. (Full Story - 302 Words)

April 8, 2004 - Positive job growth in B.C. - Positive job growth and increased housing starts show B.C.'s economy is on the right track, Labour Minister Graham Bruce said today. "More working families have full-time jobs than ever before in British Columbia," Bruce said. "With 130,000 jobs created since December 2001, B.C.’s employment growth rate has led the country." (Full Story - 363 Words)

April 5, 2004 - Government of Canada provides funding for projects to help unemployed individuals and youth - The Honourable David Anderson, Minister of the Environment and Member of Parliament for Victoria, on behalf of the Honourable Joe Volpe, Minister of Human Resources and Skills Development, today announced Government of Canada funding of $4,516,113 for 22 projects in British Columbia. (Full Story - 254 Words)

Manitoba:

April 28, 2004 - Proposed Amendments to Teachers' Pensions Act - Seven key recommendations of the Teachers’ Pensions Task Force would be addressed by the Teachers’ Pensions Amendment Act, said Education, Citizenship and Youth Minister Peter Bjornson who introduced the proposals in the legislative assembly today. Proposed amendments include allowing teachers to make pension contributions in the future while on adoptive leave and allow current and former teachers to purchase past periods of adoptive leave. Former teachers would also be able to purchase past maternity leave. (Full Story - 221 Words)

April 23, 2004 - Employment services for people with disabilities receive support - Manitobans with disabilities will benefit from a total of over $800,000 in provincial support for employment services, tax benefits and transportation funding, Family Services and Housing Minister Christine Melnick. Employment assessment and job search assistance, provided by Reaching E-Quality Employment Services, is being supported with $411,028 in funding from Manitoba Advanced Education and Training. The minister also announced a new tax deduction will recognize the additional employment and education-related costs borne by persons with disabilities. (Full Story - 366 Words)

April 26, 2004 - WCB 2003 Annual Report Commits to a Safe Manitoba, Time Loss Injury Rate Decreased - The WCB released its 2003 Annual Report today, committing to making Manitoba’s workplaces safer with a major injury prevention program under the banner of SAFE Manitoba. The WCB also released its 2004-2008 Five Year Plan outlining the WCB’s long-range strategies and short-term priorities. "Manitoba’s time loss injury rate has decreased from a high of 5.8 injuries per 100 workers in 2000 to 4.8 in 2003 but there’s still work to be done," says Wally Fox-Decent, WCB Chairperson. (Full Story - 462 Words)

New Brunswick:

April 7, 2004 - SEED to offer more placements, opportunities for students in 2004 - A $250,000 increase in the budget for the Student Employment and Experience Development (SEED) program will add up to 100 more jobs for students this summer, Training and Employment Development Minister Margaret-Ann Blaney announced today. "Last year, our department budgeted $6.75 million to the SEED program to provide nearly 2,800 jobs for students," Blaney said. (Full Story - 413 Words)

March 30, 2004 - Workforce Adjustment Program to help government employees - Laid-off government employees will have access to an early retirement program, redeployment or an enhanced severance package, Human Resources Minister Rose-May Poirier reported today. "As the Minister of Finance has stated in his budget, the government is cutting 750 positions; but by eliminating vacancies where possible, using attrition and an early retirement program, we expect significantly fewer actual people will lose their jobs," Poirier said. (Full Story - 987 Words)

Newfoundland and Labrador:

April 12, 2004 - Minister discusses results of employment survey - Employment in March 2004 in Newfoundland and Labrador rose by two per cent, compared to March of last year. That represents an increase of just over 4,000 people successfully employed in the province who were not working during the same period last year. At the same time, the unemployment rate has dropped by a full percentage point, compared to March 2003. (Full Story - 336 Words)

NorthWest Territories:

March, 2004 - Government of Canada funds a youth project in the NWT - The Honourable Ethel Blondin-Andrew, Minister of State (Children and Youth) and Member of Parliament for Western Arctic, on behalf of the Honourable Joe Volpe, Minister of Human Resources and Skills Development, today announced funding of $24,775 for a youth project targeted to help youth in the Northwest Territories. (Full Story - 460 Words)

Ontario:

April 14, 2004 - Family medical leave legislation announced - The McGuinty government today introduced legislation that would provide up to eight weeks of job-protected, unpaid time off work for those taking care of a gravely ill family member, Labour Minister Chris Bentley announced today. "This legislation, if passed, would provide real, positive change for employees who need to take time off work to care for a family member who is nearing the end of life," Bentley said. "Our people's health is our most precious resource. We share a responsibility to protect it from harm and care for it in times of need." (Full Story - 1127 Words)

April 26, 2004 - McGuinty government acts to protect workers - The McGuinty government is protecting workers through legislation that would end the 60-hour work week, measures to increase awareness of workplace rights and more rigorous enforcement of employment standards, Labour Minister Chris Bentley said today. "This legislation, if passed, would let vulnerable workers decide, without undue pressure, whether to work extra hours," said Bentley. "We will also make sure employees know their rights and employers understand their obligations. (Full Story - 345 Words)

April 26, 2004 - Government of Canada funds work experience and employment assistance projects in Cornwall - HRSDC Minister Joe Volpe today announced funding of $713,373 for seven projects in the Cornwall area. "Unemployed individuals in the Cornwall area will have the opportunity to learn new skills that will enhance their chances of finding work," said Minister Volpe. "By working in partnership, we are building on Cornwall's continued efforts and progress in revitalizing its economy." The Government of Canada is providing support for these projects through the Job Creation Partnerships program. These projects will help to create employment opportunities for 28 people. (Full Story - 436 Words)

April 19, 2004 - Government of Canada provides $1,961,221 for employment programs and services in London - The Honourable Joe Fontana, Parliamentary Secretary to the Prime Minister with special emphasis on Science and Small Business and Member of Parliament for London North Centre, on behalf of the Honourable Joe Volpe, Minister of Human Resources and Skills Development, today announced funding for five projects in London. WIL Employment Connections will receive $1,961,221 in funding to coordinate the delivery of employment programs and services for unemployed individuals. (Full Story - 525 Words)

Saskatchewan:

April 19, 2004 - Government of Canada helps young people in Saskatchewan develop job skills - Seven projects aimed at helping young people develop work-related skills that they will need to find and keep long-term employment received a boost today. Ralph Goodale, Minister of Finance and Member of Parliament for Wascana, on behalf of the Honourable Joe Volpe, Minister of Human Resources and Skills Development, today announced funding of $645,329 for these projects located across Saskatchewan. (Full Story - 780 Words)

April 19, 2004 - WCB to Hold Annual Public Meeting - The Saskatchewan Workers' Compensation Board will hold annual public meetings on May 11th and 12th. The meeting provides stakeholders with an opportunity to learn about the WCB's finances and operations. In addition, the event shares information on the WCB's strategic and capital plans, and updates program and policy changes. (Full Story - 205 Words)

The current release of GrandMaster Suite (3.90.09) incorporates a number of changes to make it even easier to use the program and perform your payroll tasks. Recent program changes since our last Payroll News issue include:

• Program now supports the HRSDC ROE web service - You can now create an ROE web file for use with the HRSDC ROE Web service. To access the new options, open the Payroll Module, choose the Reports - Employee - Record of Employment command, then choose the ROE Output Settings button.
  
  The resulting export file may be uploaded to the HRSDC ROE WEB Internet site. You will require a login User Name and Password to enter their site. This is obtained through HRSDC. Once you have been set up and have access to the site you may upload your bulk file, have it verified, and/or make any further edits prior to the final submission. Once you have submitted the employee ROE information and it has passed the HRSDC tests you may print the completed employee ROE (in PDF format) on blank stock using Adobe Acrobat. HRSDC will automatically assign the serial number to the document. After you have completed the ROE process and have printed the documents or have valid serial numbers for your ROE data you may input the serial numbers into your employee ROE Update.
  
• Improved security when using payroll condition groups - We have adjusted the program to provide better security for users that have restrictions applied. For example, if a user's ID was setup to allow them access to only the payroll module, they were able to start the program and cancel out of the "Load Payroll dialog box (that would appear based on a defined Payroll Conditions Group), then freely access the Human Resources module. Now, when you cancel the loading of a payroll, the user restrictions still apply.

Stay tuned to CanPay's Product News page to receive the latest changes and release information for all GrandMaster products!

When Mike Kolasa walked into a police station in Ontario, he thought he would encounter a fairly sophisticated electronic security wall protecting the reams of information flowing through the computer systems.

Kolasa, a security engineer at Markham, Ont.-based MetaSecure, had been hired by the police service to come in and conduct penetration testing, also known as ethical hacking, to see how secure data was from prying eyes.

What he found amazed him and left the local police chief a little pale in the face. All of the sensitive information, including material like Canadian Police Information Centre data, Interpol, criminal databases and records were travelling across the network unencrypted in plain text.

"People could just walk in, plug in and view that information,"said Kolasa. "I could have gone in there and created a criminal record for you and combined that criminal record with actual evidence. It was pretty easy to do."

It's a scenario that could be repeating itself in organizations, leaving sensitive employee data on human resource management systems (HRMS) vulnerable to a wide range of abuse, such as exposing compensation for individuals and identity theft.

As more organizations embrace HR technology and offer self service to employees, so too grows the risk that information will fall into the wrong hands either through carelessness or by hackers keen to pry open HR databases.

And while the information technology department bears the responsibility for security, the employee data in the HRMS is the responsibility of the HR department, which also has a large role to play in ensuring proper steps are taken to protect data, said Keith D'Sousa, senior manager of information security services at consulting firm KPMG in Toronto.

"HR's role is to secure the information that they have in place,"said D'Sousa. "In the past when you had printed documentation that was fairly easy to secure."

But since data is now moving all over the place, flowing across internal networks and over the Internet with the advent of self service, things are a bit trickier. HR needs to ask how secure the information is and what type of information is being transmitted.

"It's not unusual for an employee to update their employee information but it may not be encrypted internally and that is something HR needs to think about" said D'Sousa. "It is very possible to internally sniff out that information and pick it up."

Compared to other departments, D'Sousa said HR is above average when it comes to dealing with security issues. That’s because HR has always had the mandate to protect employee data and keep much of it confidential. And as technology began to take hold, many firms took the positive step of keeping HR and payroll systems separated from the rest of the network.

"That being said, it's not always necessarily the case,"said D'Sousa. "It's not unusual to have the main server or the mainframe that has not just the business applications but the employee applications on them as well. So it might be possible that if you were to compromise a system, you would compromise all of the data on that system, including employee data."

Another advantage for HR is that employee data isn't a very enticing target for hackers, according to Frank Rogelj, regional sales manager for ASL Consulting, a Toronto-based HR technology firm. But that doesn't mean firms can be lax about ensuring adequate measures are in place.

"If you've adopted best practices, the likelihood of someone hacking into your system is pretty low,"said Rogelj. "If you're doing SSL (secure socket layer), firewalls and encryption, there would be a great deal of time invested by the hacker to get in. There just isn't a significant gain in hacking into HRMS records like there is in hacking into a financial institution to steal credit card numbers."

Please return next month for the conclusion of this article: The Internal Threat

© Copyright Canadian HR Reporter, (Nov. 3, 2003), by permission of Carswell
Toronto, Ontario, 1-800-387-5164. Web: www.hrreporter.com.